WACHAMO UNIVERSITY

DURAME CAMPUS
College of Engineering and Technology

Department of Information technology

Title: Web Based Information Management System For Kamabata

Zone Agriculture Sector

Proposal Done:

NUREDIN AMAN ......………….1453

Advisor’s Name: Mr. Seiyfedin

Submitted date:10/05/2016 E.C.

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 Acknowledgment

First of all we would like to thank GOD keeping us healthy, second and foremost, we
would like to thank our advisor - Mr. Seiyfedin for the valuable guidance and advice he
gave us. He inspired us greatly to work in this project. His willingness to motivate us
contributed tremendously to our project. We would like to express our gratitude towards our
parents and friends for their kind co-operation and encouragement which help us in
completion of this project. Lastly, our thank and appreciation also go to WCU, Department
of Information Technology in developing the project and people who have willingly helped
us out with their abilities

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 Abbreviations

  MySQL: - My Structured Query Language.

 Xampp: - X (any of four different operating systems. e.g. windows operating

system), Apache, MySQL, PHP and Perl.

 HTML: - Hyper Text Markup Language.

 SNNPR:-Southern Nations Nationalities and Peoples' Region

 PHP: -PHP Hypertext Preprocessor.

 MS Office: - Micro Soft

Table of Contents

Acknowledgment………………………………………………………………………… i
Abbreviations……………………………………………………………………………….ii
List of Table………………………………………………………………………………vi
Abstract…………………………………………………………………………………viii

CHAPTER ONE.......................................................................................................................5
Introduction of the System......................................................................................................5
1.1. Introduction.......................................................................................................................5
Background of the Organization.....................................................................................5
1.2. Statement of the Problem..........................................................................................6
1.3. Objective of the Project.............................................................................................7
1.3.1. General Objectives...........................................................................................7
1.3.2. Specific Objectives...........................................................................................7
1.4. Scope and limitation of the project...........................................................................7
1.4.1. Scope of the project.........................................................................................7
1.4.2. Limitation of the project.................................................................................7
1.5. Method and Tools.............................................................................................8
1.5.1.Data Source and Data Collection Methodology.............................................8
1.5.2.System Analysis and Design Methods.............................................................8
1.5.3.System Implementation Methods....................................................................8
1.5.4.Development Environment and Programming Tools...................................9
1.6.Significances of the Project........................................................................................9
1.7.Beneficiary of the Project.........................................................................................10
1.9.Feasibility Analysis...................................................................................................10
1.9.1.Technical Feasibility.......................................................................................10
1.9.2.Economic Feasibility.......................................................................................10
1.9.3.Operational Feasibility...................................................................................11
1.9.4. Legal Feasibility.............................................................................................11

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 1.10. Project Plan...................................................................................................11
1.10.1. Time Schedule.............................................................................................11
1.10.2. Budget Plan..................................................................................................12

Abstract

Web based information system for agricultural sector provides its Agro office to get
online information about the crop, statistical details and new tendencies from Zone
to Woreda office. The main features of the monitoring system includes information
retrieval facilities for employees from Zone office to Woreda office in the form of
obtaining statistical information about fertilizer, land availability, diseases, crops
and etc. A web based project to help Agro office ensure greater profitability. In
addition, this provides information sharing between Zone to Woreda office

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Chapter One: Introduction of whole project process

1.1. Introduction
This project is a web based system for an existing manual agricultural information system. In
Kamabata zone despite having an agricultural based economy does not have a system of this
nature. Kamabata is an agricultural zone; so this information system used for Kamabata Zone
Agriculture Office. As information system this technology performs controlling roles from
Zone office to each Woreda office. So this information system is very important requirement
to transfer information online

1.2 Background of the Organization

Kamabata Zone Agricultural Development Office is located in the Ethiopian Southern

Nations Nationalities and Peoples' Region (SNNPR).Kamabata is bordered on the south by
the Shinshicho Woreda, on the south east by Debub Halaba Zone and the Shone Special
Woreda, on the northwest by Hadiyya Zone, on the north by Dawro and Wolayita, on the
northeast by the Lake Abaya which separates it from the Oromia Region, and on the
southeast by the Amaro Special Woreda. The administrative center of Kamabata zone is
Durame. In Kamabata Zone about 75% of the people are occupied in agriculture. The State is
one of the major teff grain producing areas in the country. The major crops are barley, maize,
wheat,teff, cotton, and sugarcane are produced in large quantities. This data was discovered
by persons assigned at Agriculture development Office located at Durame.

1.2.1 Vision

In 2018 the zone aspires to be center of excellence in agricultural and environmental training
and also increase productivity research in Ethiopia.

1.2.2 Mission

The mission of the Kamabata zone is stated as follows: 

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 Carry out research that is focused on the nation's agricultural problems so as to contribute
to increasing production and productivity, protection and management of natural
recourses and improving the livelihood of the rural population by introducing adaptable
and appropriate agricultural technologies and management practices.

 Provide advice-giving and consultancy services for governmental and non-governmental

agricultural organizations as well as providing direct and indirect outreach services to the
smallholder farming communities, pastoralists and agro-pastoralists in the country in
general and SNNP region in particular.

1.3 Statement of the Problem

In Kamabata Zone the current situation is manual system so it’s difficult to know the overall
information of farming materials like fertilizer, seed and insecticide in each Woreda that is
required to produce a good production. The manual system is time consuming and boring. It
also makes the estimation more complicated.

Generally we list the problem in the following points: 

 Prone to error (information of one office may recorded in different places with different
information). 

 It consumes more time and effort for doing the day to day activities.

 Since processes are being manually implemented, they need much man power.

 The communication from Zone to Woreda office by letters so it consumes time.

 Persistent data storage and management is difficult 

 Not accurate.

 Decrease in data completeness.

 Response rates are systematically low in some cases (e.g. machinery and pesticides)

1.4 Objective of the Project

The project would have the following general and specific objective.

1.4.1 General Objectives

The main objective of this project is to introduce web based information system for
Kamabata zone agricultural sector; change the manual system into web based system

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1.4.2 Specific Objectives

The aim of this project is to develop a web based information system with the following
specific objectives

 Identify the problems of the existing system,

 Perform requirement analysis,

 Design the architecture for the proposed system,

 Develop user friendly and interactive system,

 Test the developed system

1.5 Scope of the project

 The scope of this project is to design and implement a web based information system for
Kamabata Zone agricultural sector that can be used by agro office particularly
employees.

 The main scope of our system is concerned on transferring information about crop
production between zone office and Woreda office.

 The system uses Amharic language..

1.6 Methodology for the project

1.6.1 Data Source

 Durame agricultural development office.

 Documented Files

1.6.2 Fact Finding Technique

To gather data from the different users and administrator of the existing system, used
following techniques.

A) Interview

The researcher interviewed the Durame agriculture office employees personally and
through phone calls for follow up questions and clarifications regarding their present
system. Users need enough information regarding farming materials to cultivate particular
amount of crops. Most people in the region give complaints because they do not receive
enough information on materials.

B) Observation
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 We observe that people raise complaints because there is no efficient information on
farming product material

1.7 System Analysis and Design Methods

 Increased Extensibility.

 Increased Reusability.

 Improved Quality.

 Minimized maintenance costs and burden.

 Minimized complexity and application backlog

1.8 System Implementation Methods

The proposed system is a web based system, and it will be develop using the development
tools that are indicated.

1.9 Development Environment and Programming Tools

Software and hardware tools are necessary for the development and simulation of the project.
The following tools are used to analyze the proposed system.

Hardware tools: 

 Desktop computer/laptop.

 Output devices like printer and monitor.

 Storage devices: hard disk, flash disc.

 Internet cable.

Software tools:

Activities Software Tools

Client Side Scripting HTML

Platform MS Windows

Database Server MySQL

Design proposed system Xampp

Web server Apache

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Server Side scripting PHP

Browsers Mozilla Firefox, Internet Explorer, Chrome

Editors Adobe Dream weaver CSS.5, EdrawMax,

Notepad++, Expression web

Documentation Microsoft Office

Presentation Microsoft Power Ponit

Table: 1 Software Tools

1.10 Significances of the Project

Web based agricultural information system is a technology that uses internet connection to
share the farming data in order to analyze the amount of farming materials required each
year. This system minimizes the set of problem in traditional estimation technique.

In general the system has the following benefits:

 Reduce the time and resource required to transfer information or data between Zone and
Woreda.

 Easy data storage and management.

 Reducing the probability of errors.

 Provide timely and well organized information.

 Reduce time to search the particular data.

 Increase the fertility, productivity and marketing system of the agricultural sectors.

1.11 Beneficiary of the Project

There are different bodies that will be benefited from this system. The main beneficiaries of
this system include:

 The Durame agricultural development office (zone office).

 Woreda office.

1.8. Team Organization

1.12 Feasibility Analysis

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Feasibility study is made to see if the project on completion will serve the purpose of the
organization for the amount of work, effort and the time that spent on it lets the developer
predict the future of the project and the usefulness.

By using the gathered information on the requirements for web based information system
provider we do feasibility study from different perspectives.

1.9.1. Technical Feasibility

The proposed system can be technically feasible because it doesn’t require any technical
expert and also we would develop this system by familiar programming language like,
HTML, PHP, Java languages.

1.9.2. Economic Feasibility

One of the main influences to the new system is to minimize capitals that will be needed to
generate accurate information. In the new system the employees need to have web based
system that they directly read the information needed right on their own office. This leads to a
more accurate data that will be reported to the office in charge and that estimation will be
more accurate. It’s free so no need to use any cost.

Intangible benefit:-

 Moral satisfaction

 Work initiation

Tangible benefit:-

 Cost reduction

 Increase system efficiency

 Proper use of time and resource

1.9.3. Operational Feasibility

It determines how the system satisfies organizations needs or solves the organizations
problem. The new system has good user interfaces it is simple for users to use the system
after developed, so the system operationally feasible as it is very easy for end user to operate
and would be acceptable to the Kamabata Zone Agriculture Sector. Therefore, the system is
operationally feasible.

1.9.4. Legal Feasibility

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The proposed system is behaviorally feasible and cannot cause any harm in the environment.
The project would be beneficial because it satisfies the office’s need. The system will be
develop to be user friendly, needless training and improves the working environment.

1.13. Project Plan

1.13.1. Time Schedule

No Duration in month

Phases
7thOct- 01thNov- 02thjan- 15thFeb- 20th 09 thJune
28thOct 29rdDec 12thFebr 04thApr May-
03 rdJun
1 Project Proposal

2 Requirement
analysis
3 Design

4 Implementation

5 Installation and
testing
6 Project closure

Table 2: Task and Schedule

1.14.2. Budget Plan

Item type Quantity Unit price (in Total price(in

birr) birr)

Hardware Desktop 1 free -

computer

A4 paper 1 dose 700 700

Flash DISK 1 300 300

For printing - 600 600

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 pen 1 dose 500 500

Software Tomcat - For free 0

server,Microsoft
office,MYSQL
database mysql-
connector-java-
8.0.29

Other costs Any cost we - - 300

may spend
through project
time line

Total cost 1900

Table 3 : Tools and Coast

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 Chapter Two: Description of the Existing System

2.1 Introduction of Existing System

A detailed study of the process has been made by techniques like interviews and observation.
And we have analyzed the operations of the existing system. The operations of existing
system are done in hierarchy. Which means the work is divided in levels:

 Woreda Level
 Zone Level and

In Woreda Level: some corrections will be given to the report which came from the
kebeles. They also aggregate the total sum of the demands of all the kebeles. In this level
there is a form paper. In this form paper they put the total of the demands of all kebeles. In
addition to this they also put the production GDP of last year; this is useful for estimating the
demand of the coming year. Once finished they make copies of it and submit to next level,
i.e. zone level.

Zone Level: this level is the same as the Woreda level. The only difference is the inputs for
the Woreda are kebele’s where as the inputs for this level are Woreda. What they do in this
level is, they put the sum total of the demands of all Woreda and give a correction if there is
any. In giving correction they analyze the production GDP of the previous year of each
Woreda. Then they put the production GDP to the zone and submit it to the regional office.

The drawback of this system can be visualized as:

 Time drawback and

 Economical drawback.

Time: In the existing system as discussed above there are different levels that are connected
manually, for this particular reason sharing of information is time consuming.

Economical: The capital invested to collect the data is of a huge amount. The first thing done
in order to collect the data is printing the form paper. This requires a lot of papers, so it
requires a great deal of money. In addition to that the government should have to pay money
for the people involved in the collection of the details from the farmers. The capital for
transportation must also be taken into consideration.

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Economical drawbacks after distributing: the drawbacks we see above lead to under
estimation of demands, so that the agro office will not be able to get the amount of materials
or resources they need. This leads to the decrease in the Production GDP of the country. On
the other hand it results in the under success of the goal or the plan

2.2 Players in the existing system

In Existing systems there are different actors that use manual operation. The following actors are
listed below:

 Agricultural data collection office worker (ADCOW): who is working agricultural data
collection office and have limited privilege, which is determined by the administrator
 Administrator: is the one who is working on some office as a manager. He/she has the
power to control other staffs in that office

2.3 Major functions/Activities in the Existing System like Inputs, Processes

& Output

Input:

The office takes the following components as an input to provide the information within the office.

 Agro office name

 Location

Processes:

The agricultural office performs the following operations while proving information to the farmers.

 Verifying the office name.

 Verify the office location.
 Manage the time for each information

Output:

After taking the above inputs and processing them the office provides the following results or out
puts.

 Share full information between the office

 Will able to generate reports for the allocation or estimation of farming needs such as
materials

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2.4 Existing system business rule

 The collected data should be submitted before deadline.

 The analysis should be done after all the collected data are submitted.

2.5 Report generated in the existing system

In the current system, report is generated by consolidating all the data gathered by the employee in
the form of paper, after which the report will be submitted to the zone level and to be forwarded to the
manager.

2.6 Forms and other documents of the existing systems

Currently, Zone office uses forms and reports to distribute farming materials and to manipulate
different records associated with different activities. From those forms, some are Woreda’s
registration form.

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2.7 Bottlenecks of the existing system

The present system of Zone Office is prone to various problems. These problems can be seen
from the following perspectives like performance, information, economic, control, efficiency
and services given by the existing system to the office, by using the PIECES framework as
follows.

2.7.1 Performance

Since the system is designed to be accessed by different offices’ with different needs of
information, it is capable of handling and processing their information quickly. The current
system’s performance of distributing information is weak. This is due to the following
reasons, first the acceptable throughput rate is relatively high land i.e. the time required from
initiation to completion of a particular task is relatively high. For example when the Woreda
office want to get information about crop production, he may go to the Zone office or may
sends letters to Zone for they question and the Zone office will respond to him according to
the available data they have and the time they could spent for every inquiry. The response
time will depend how fast they will respond for every inquiry and the availability of data they
have in their records. Since it is a manual operation, long waiting time is expected.

2.7.2 Information

The main input in the current system are the data gathered by the Woreda office from the
farmers, and this data will be the basis for the office to make estimation on the materials
needed by particular farmers.

2.7.3 Economical

The Zone Office performs all of its tasks manually which requires much of the work to be
done by manpower, and requires huge amount of papers for the manual storage of data on
papers, which lead the manual system to spend much money for human resource and for
purchasing papers and other materials.

2.7.4 Controlling

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Since all the records associated with the manual system are recorded and stored manually the
security that the system provides for the privacy of this records is not reliable. The system
cannot provide sufficient protection for access and manipulation of the records associated
with the system.

2.7.5 Efficiency

As we mentioned earlier, the Zone Office system encountered many problems such as:
unnecessary information redundancy, consumption of cost and time and needs more labor to
teach the farmers. Hence, the existing manual system requires enhancement to meet its
optimum efficiency.

2.8 Practices to be preserved

In the present system, most of the main activities that are performed in the current system have been
preserved by manual replication of those activities. Every activity that is applicable to the system are
designed and automated to achieve the best functionality. The team also developed new web based
system that is information system for Zone Office.

2.9 Proposed System

The proposed system is a new system that is a web based agricultural information sharing system. The
system provides reduces the manual work; reduce time and resource needed in the existing system,
and the capital that will be invested.

The proposed system can give almost all of the functionalities that the existing system gives. And
minimize the hierarchical structure. The information is filled out by Zone office using web base and it
is submitted to the Woreda office. The zone office can be post news and events, generate report,
response solution, view feedback, give information about land use management, view the crop
production that can be sent from Woreda office, update information and in emergency case happen
they can be response, then the Woreda office can be see the new and events, also they can send major
crop production, view different types of information, send report, send feedback,

2.10 Requirements of the Proposed System

The following are functional and Nonfunctional requirements of the proposed new system that a
group member have identified are listed below.

2.10.1 Functional requirements

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The function requirement is the functionality that the system can be done. The functionality of web
base monitoring can be the zone office generate report, land use management, post news and events,
response in emergency, target annual plan, give information about production and productivity,
distribution seed and fertilizer, view type of crop production, and also the Woreda office can be view
solution, view different type of information, see news and events, see emergency response, send
feedback, send report.

Input related requirements

 The system should user name and password

 The system shall validate and authenticate the users’ username and password
 The system should validate the data entry.

Output related requirements

 The system shall allow Zone Office to update necessary offices’ information to the system.
 The system allow the Woreda office can be view different type information, new and events,
send feedback , view solution, send crop production, see emergency response and send report
 The system allows zone office to generate report, emergence response, update information,
view feedback, view crop production, post new and events, response solution.
 The system allows admin to view the user account.

Storage Related Requirements

 The system will store all the different information of the Zone office and Woreda office.
 The system store all product and user detail information

2.10.2 Non Functional requirements

A non-functional requirement is a requirement that specifies criteria that can be used to judge
the operation of a system, rather than specific behaviors. It defines how a system is supposed
to be. Non-functional requirements are often called qualities of a system

Performance
Focus should be kept on monitoring and managing the performance and service availability
of software. The system should be available 90% of the time, because of their power
fluctuations 10% the system may be down. The system can assume to support more than 100
concurrent requests at once. To achieve efficiency this system use mysql server database, this
is efficient in query and processing.
User Interface

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  The designed systems’ user interface graphics will reflects the system.
 The user interface will be light weight and easy to use and manage.
 The designed user interface will be attractive.
Security and Access permissions
Security requirement are important factors in this system as classified data/information will
be stored in the database. User validation will be done during login to ensure that the user is
valid and that the user only has access to his/her permitted information.
Backup and Recovery
The proposed system can be damaged or fail if there is virus attack and continuous power
disconnection from the source station and the data can be lost at that time. The system should
be holding a backup of the data by using different storage devices like Hard disk, CD, DVD
Flash. The backup can be performs in a week at middle night 6:00 pm because of no works
perform at this time

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